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151022 Town Hall MIN= Attendance Present: Marty Klein, Mayor Stephen Molnar, Councillor Penny Esseltine, Andrew Gilvesy, John Veldman Staff: David Calder, Lana Lund Regrets: Rick Strouth 1. Call to Order - 4:02pm 2. Adoption of Agenda Moved By: P.Esseltine Seconded By: A.Gilvesy Resolution THAT the Agenda as prepared for the Committee meeting of October 22, 2015, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: S.Molnar Seconded By: P.Esseltine Resolution THAT the Minutes for the September 16, 2015 meeting be approved. ‘Carried’ The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee October 22, 2015 4:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Council Meeting – Agenda - 2 - 5. General Business and Reports i) Discussion regarding Central Area Design Study (previously provided) The CAO spoke to this item, noting it had been provided as information. J. Veldman suggested engaging the same consultant. Discussion was held and this can be reviewed at a later time. ii) Inventory/Map of Town Owned Land (to be provided at meeting) The CAO reviewed the current inventory/map. We will be getting County GIS to refine this a little more and make it more useful. Perhaps the Town owns property that would make sense to use, however, if we take parking out of the equation, that has to be considered as well. Also for consideration is the development of the south end of Broadway. Perhaps this could be added as a different colour to the map, for consideration purposes. Committee will need to formalize its discussion and recommendation(s) through resolution, once determined. iii) Hemson Growth Study (previously provided) Provided as information. iv) Update regarding RFP - Space Needs Study The CAO provided an update to the Committee. The RFP closes a week today – October 29, 2015. To date, 33 RFPs have been taken, with questions from 3. An Addendum went out today. Proposals will be brought to this Committee, to determine a successful vendor. We are hoping for a February 1, 2016 completion. Mayor Molnar spoke of material from late 2010, including redevelopment of this location, and presentation by owners. The material to be brought back for this Committee’s information. J. Veldman further commented on his suggestion to also engage the consultant that prepared the Central Area Design Study. Discussion was held, and it was suggested we proceed as we currently are, get a basic idea of size and needs, and perhaps after that we do a very broad RFP, at which time John’s suggestion would be addressed. Council Meeting – Agenda - 3 - Mayor Molnar suggested we prepare internally a map/documentation illustrating where we currently are and the number of full-time employees. The CAO confirmed that can be provided. Further to the close of the current RFP, 15-013 – Consulting Services to Conduct a Space Needs Analysis, this Committee to schedule a meeting within the next couple weeks to review submissions. A revised map with the location of current assets, and also vacant spaces and who owns what in the core, to be provided as well. 6. Round Table 2016 Budget - D. Calder to discuss with the Town Treasurer about putting a line item in, for consultant dollars, etc. Updates to the Development Committee - Mayor Molnar noted that the Development Committee is in support of this Committee’s work and has requested regular updates. J. Veldman asked the question, what are we, as members of this Committee, able to discuss. Clarification was provided. 7. Next Meeting – Tuesday, November 10, 2105 @ 4:00pm 8. Adjournment Moved By: Mayor Molnar Resolution THAT the October 22, 2015 meeting be adjourned at 5:04pm.